WorkFirst HandBook

Employment Services

4.3 Employment Services - On the Job Training

The On-the-Job Training section includes:

• 4.3.1 What is employment services on-the-job training?
• 4.3.2 What are employment services-OJT standards?
• 4.3.3 How is employer participation and reimbursement determined?
• 4.3.4 How is monitoring progress conducted?
• 4.3.5 What are wage progression employment services OJT Standards?
• 4.3.6 What are employment services OJT Limitations?
• 4.3.7 What is release time training?
• 4.3.8 eJAS Codes
• 4.3.9 Employment services On-the-Job Training - Step-by-Step Guide

4.3.1 What is Employment Services - On-the-Job Training?

On-the-Job Training (OJT) offers the opportunity for full-time subsidized employment for participants receiving cash assistance. OJTs provide skills training on site with an employer..OJTs may also be combined with formal classroom or skills training. The goal of an OJT is prepare a participant for full-time employment and transition off cash assistance.

Full-time is defined as 32 - 40 hours a week. The WorkFirst program authorizes the creation of two types of full-time OJTs:

1. The first allows a participant to learn new skills in a new job.
2. The second offers wage progression by increasing skills to move a participant into a new job with the participant's existing employer or with a new employer.

Employers eligible to participate in OJTs are:

• Private companies or corporations
• Non-profit companies or corporations
• Public agencies (only if a participant cannot access their own records)

4.3.2 What are Employment Services - OJT Standards?

• A WorkFirst On-The-Job Training Master Agreement , WorkFirst On-The-Job Training Terms and Conditions , and the On-The-Job Training contract outline the requirements and limitations of the On-The-Job Training. The WorkFirst On-The-Job Training Master Agreement (link) , and the WorkFirst On-The-Job Training Terms and Conditions (link) are agreements between a local office and a specific employer to conduct training.
• Write the On-the-Job Training contract for occupations with a high potential for sustained demand or growth.
• Contract for wages at minimum wage an hour or more. (Offices may establish higher wage standards for their local area).
• Write all On-The-Job contracts for full time work. Full time work is defined as 32-40 hours a week.
• Write OJTs for up to twelve weeks depending on time needed to learn skills
• Reimburse an employer for up to and including 50% of the total gross wages.
• Reimburse for regular work hours only, no holiday or vacation hours.
• Reimburse pre-approved release hours for classroom or skills training at 50% of the initial starting wage.
• Build all wage increases into the original OJT contract.
• List specific occupational skills the employer will teach.
• Meet wage progression standards (listed below- 4.3.5) for a wage progression OJT.
• Do not write OJT contracts for occupations with other available funding sources, such as certified Nurse Aides.
• Apprenticeship positions are not appropriate for OJTs because the apprenticeship is already a training position.
• Meet all the standards, limitations and general conditions as outlined in the WorkFirst On-The-Job Training Terms and Conditions .
• Obtain an approved Exception to the Rule for any exception to WorkFirst policy.
• Start training only after the Employment Security Department (ESD) employment supervisor, ESD employment counselor and the employer sign the On-The-Job Training contract, the WorkFirst On-The-Job Training Master Agreement (link) , and the WorkFirst On-The-Job Training Terms and Conditions,

The ESD WorkFirst Supervisor reviews the OJT contract to ensure it:

• Lists skills to be learned
• Gives the time required to learn the skills
• Shows wages of minimum wage an hour or more
• Complies with OJT policy and items outlined in the WorkFirst On-The-Job Training Terms and Conditions (link).

The ESD WorkFirst Supervisor documents the review and justification for the contract in eJAS employment type notes.

After the ESD supervisor reviews and approves the contract and documents the review in eJAS employment notes, they sign the On-The-Job Training contract, the WorkFirst On-The-Job Training Master Agreement (link) , and the WorkFirst On-The-Job Training Terms and Conditions . Then the ESD employment counselor and employer sign each document.

Within three days of obtaining all signatures, send a copy of the OJT contract package to the ESD WorkFirst Administration. The package contains the WorkFirst On-The-Job Training Master Agreement, WorkFirst On-The-Job Training Terms and Conditions (link), and the OJT contract.

When participants report their OJT earnings and hours to DSHS, their WorkFirst Program Specialist (WFPS) records the participant's actual hours of participation by updating the ACES EARN screen.

4.3.3 How is Employer Participation and Reimbursement Determined?

• Determine if WorkFirst may enter into a contract with an employer.
• Have the employer read and sign the WorkFirst On-The-Job Training Master Agreement (link) , and the WorkFirst On-The-Job Training Terms and Conditions (link). The WorkFirst On-The-Job Training Master Agreement (link) , and the WorkFirst On-The-Job Training Terms and Conditions (link) are agreements between a local office and a specific employer to conduct training.
• Involve the employer in the OJT development by explaining the purpose of the OJT and the employer's training responsibilities.
• Ensure the employer will provide sufficient supervision for the participant to learn the contracted skills.
• Inquire about the number of subsidized workers and unsubsidized workers the employer currently employs. An employer may not receive subsidies for more than 25% or 1 in 4 of the employer's workforce. (In figuring consider all programs that may subsidize workers, such as WIA, Veteran programs or Commerce 's Community Jobs program.) To contract with a company above the 25% level requires an approved Exception to the Rule (ETR).
• Involve employers in the OJT development so they understand the purpose of the OJT and their training responsibilities.
• Consult with both the employer and participant about progress (listed in 4.3.4.below).
• Support all employer reimbursements with copies of time and payroll records.
• Obtain copies of the timesheets signed by both the employer and the participant.
• Attach copies of the time sheets and payroll records to the voucher for employer reimbursement.
• If the OJT employer fails to pay the employee wages or the employee's paycheck fails to clear the bank due to insufficient funds, do not use WorkFirst funds must not be used to compensate pay for the loss. Wage issues should be taken to Labor and Industries Wage Board.

4.3.4 How is monitoring progress conducted?

ESD monitors the employee's progress regularly. ESD visits the worksite to ensure all OJT training objectives are met and all parties remain satisfied with progress.

• ESD makes on-site visits at the worksite during the 1 st , 3 rd , 7 th and 11 th week (according to the length of the OJT.)
• Visits may be more often if the employer and the ESD employment counselor agree.
• Within three working days after each visit, record an "Employment" type note in eJAS documenting at a minimum the following items:
• Progress towards meeting the OJT goals as stated by both the employer and the participant
• Any concerns along with solutions raised by the employer or employee
• Reason for ending an OJT early

4.3.5 What are wage progression Employment Services OJT Standards?

Use a wage progression employment services OJT when a participant has the opportunity to increase his or her earning potential. When the contract is created, the participant must still receive WorkFirst cash assistance.

A wage progression employment services OJT must meet the following conditions:

• A wage progression OJT allows an employed participant to exit WorkFirst cash assistance with a better job.
• A wage progression OJT successfully places a participant in a full-time job with increased wages and benefits
• A wage progression OJT places the participant with a different employer or in a new job with their current employer.
• A wage progression OJT provides training to obtain key job skills essential to attaining the wage progression.

4.3.6 What are Employment Services OJT Limitations?

Refer to WorkFirst On-The-Job Training Contract Terms and Conditions for a complete list of employer expectations and limitations.

4.3.7 What is release time training?

Release time training is classroom or skills training provided by someone other than the employer. A community college or professional organization may provide this training. Employers receive 50% reimbursement for wages during the hours a participant is in this release time training. No more than 25% of the total contracted hours may be for release time training. Support service funds may cover the cost of the release time training and for any books or related supplies needed.

4.3.8 eJAS Codes

• OT (On-the-Job Training)

Resources

Related WorkFirst Handbook Sections

• 4.1 Employment Services Overview
• 4.2 Employment Services - Job Preparation/Job Search
• 4.4 Employment Service - Work Experience

Forms & Other Resources

• WorkFirst On-The-Job Training Master Agreements
• WorkFirst On-The-Job Training Terms and Conditions